OK-SCREEN Demonstration OK... · OK-SCREEN Demonstration . ... Person Summary Tabs Overview . ... Now select ‘ Add Provisional Employment for Applicant ...

OK-SCREEN Demonstration

Walter Jacques Administrative Program Manager Oklahoma National Background Check Program Oklahoma State Department of Health (855) 584-3550 / (405) 271-3598 Email: [email protected] Website: http://onbc.health.ok.gov

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Key Items

Slide(s) Item End-User Security Agreement Quick Intro Consent and Release Form Adding a New Applicant The Research Registries Screen Final Registry Results Processing an applicant with no findings (All Cleared) Credit Card Payment for Single Application Authorization to Fingerprint Form Online Scheduling of Fingerprinting Fingerprinting Locations in Oklahoma Printing Background Check Form / Final Registry Results Provisional Hire Person Summary Tabs Overview Hiring an Applicant Already in the System (but no Determination) Receiving a Determination from the ONBCP Permanent Hire Adding an applicant who already has an Eligible Determination Batch Payment Processing Viewing a Criminal History Report

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8-11 12-28 29-52

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61-69 70-76 77-90

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100-104 105-111

112 113-117 118-123 133-142 143-150

The User Status Page

Your provider accounts will be shown here.

Your UserID will be shown here.

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The Menu Bar options are

based on user permissions.

Important Messages and forms will be posted here.

To generate a Consent and Release form for a new applicant, go to the Applications tab

and click on “Application Forms.”

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You will then see this screen.

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Click on the “Consent and Release” form hyperlink. When you request a form from OK-Screen, you will be prompted by a message like

this to either open the file, save it or cancel.

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Click on the “Home” tab to return to the main screen.

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The counts are hyperlinked to records. The first option, “Not Yet Submitted” resumes work on incomplete submittals

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The last names are hyperlinked to view the record or the user can resume or withdraw the record.

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Select ‘Applications’ to start a new entry.

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Select ‘Add New’ and enter the SSN and Last Name OR Date of Birth

Note that OKSCREEN does not rely on your web browser’s back button. Instead use the back button on the screen or select options from the menu bar.

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Since the applicant was

not found we will add a new applicant

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Both Aliases and Prior Addresses

can be entered.

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Let’s say Millie worked in Texas and Arkansas previously. Select ‘Add New’

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With the personal and demographic information

complete, we’re ready to

check the licensure and registry status

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If the applicant has a license not discovered in the system you may record that information by selecting the ‘Add license/Certification’ button.

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Click the Select box for a license/certification listed if it is (1) held by the applicant, (2) required in order to be hired for the position for which the applicant is

applying, and (3) has an Active status. One or more items may be shown and can be clicked.

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The application process requires the applicant to provide photo ID and written consent for the registry screening and fingerprint

submission. Here the user confirms this was done. After checking this confirmation, click on “Next” to go to the Registry Screening

function. 23

This is the Research Registries screen

where you can check your applicant for a

presence on the listings.

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This drop-down will not be enabled until you click

on the hyperlink to the corresponding registry.

Registries that are not auto-matched are searched by clicking the hyperlink to open a new web browser window. Click on the first registry

listed which is a required registry search under the new law

The Research Registries screen expands based on

the addresses selected. In this

example the nurse aide

registries from Arkansas and

Texas have been added based on

our earlier selections. Note

that some registries are

optional.

Note that some registries are

optional.

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You may still add registries using the ‘Research Registries Not Listed’ button

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Notice that the KS Nurse Aide Registry now appears on the Registry Research page. We’ll

look at how to process the registries. 29

This is the Child Care Restricted

Registry or Joshua’s List. Click on the Public Inquiry.

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This search can be done

based on SSN or Name.

Click on Find SSN.

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You are looking to

see that this applicant is NOT on the

registry.

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After a hyperlink has been activated its use is recorded in the ‘Research Requirements’ column. The ‘Research Results’ drop down list is now activated to record the results. Click

on the down arrow and select “Cleared.”

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The options are ‘Cleared,’ ‘Not Cleared’ or ‘Flagged for Review.’ For any selection, the date and time of selection is recorded along with the user account responsible for making the determination. We will select ‘Not

Cleared’ for the purposes of demonstration on the next slide.

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If ‘Not Cleared’ or ‘Flagged for Review’ are selected, entries in the comment box are

required as indicated by the red asterisks.

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Where ‘Auto-Match’ is shown this indicates the SSN is automatically checked against the database. A zero indicates there were no abuse

findings matched on that SSN and the results may be marked ‘cleared.’ You do not need to select the hyperlink where automatch is

available, just use the drop down box.

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Screenshot of the Sex Offender Web browser. With automatch, you will not need to visit this web-page, it is

optional. 37

Screenshot of the List of Excluded Individuals/Entities Search. With automatch, you will not need to visit this web-page unless you have a name match. In which

case, you will need to confirm by visiting the page to match on SSN.

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Here’s the results screen capture from the List of Excluded Individuals/Entities Search. In OK-SCREEN, use the Ctrl-F4 key combination

to quickly close a browser window and record the results.

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A name search may return several p0ssible matches. If you are unsure about a match, you can click on “Verify” to check the SSN against this record.

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Type the SSN of your applicant in this box and click on “Verify.”

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The OK On-Demand Court Records provide a name based manual search of Oklahoma Court Records

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With a name based court records search you may find

multiple matches on a name. You will need to compare other data such as middle name, date

of birth, and address to confirm a match. That’s why we’re moving to a fingerprint based background check but

this can be a valuable pre-screening tool.

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When the ‘Auto-Match’ has matches, this indicates there were negative findings matching the SSN. However, the OIG list auto-matches on name.

Selecting the hyperlink opens the results window. 45

The red box indicates there was a substantiated finding as of 1/19/2014 posted to the Nurse Aide Abuse Registry. You

can copy and paste this text to the comment box. Click the X to close the box and enter the finding.

X

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When you flag a registry as “Not Cleared,” notice that the comment block becomes mandatory, as denoted by the red asterisk. Click on the “Add” button to add a comment. You can paste information into the box.

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This is the dialog box that will appear when you click on the “Add” button. Enter the text and click on

“Save.”

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When you return to the Registry Check screen, click on the “Next” button. This will close the application.

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You will be asked if you are sure that you want to close the application that was not cleared. If this is

correct, click on “Yes.” 50

This is the confirmation that you have closed the application. Click on “OK Final Registry Results”

hyperlink to open the report. 51

You will get the message below asking if you want to open or save the OK Final Registry Results report. We’ll open

it.

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This is the first page of a

several-page report. Its length will

depend on the registries that you may have added. Note

identifiers for the provider,

OK-Screen and the applicant.

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Note the annotation from

the Oklahoma Nurse Aide

Registry.

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Note that some of the registries

were not checked because

the review was halted after a

negative finding. Each registry

includes contact information.

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Adding an applicant that is already in OK-SCREEN

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Once ALL registries have been checked and/or appropriately marked

“Cleared,” press the “Next” button.

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Note that this says the link was clicked on 1/16/14 but selecting the link is not

required where the automatch indicates no

matches were found.

Processing an applicant with no findings on the Registry Checks (all come back

“Cleared”).

A CLEAN registry review generates the above screen. From here, you can pay to initiate the electronic fingerprinting. We’ll select

the “Credit Card” hyperlink to make the payment.

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If you get this screen, click on the “Continue

to this website…” hyperlink.

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Fill out the screen like making a PayPal

payment.

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Note: This dummy credit card information will work

for testing purposes*

* Limited Testing

Click on “Process Payment.”

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Click on “OK.”

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Click on “Submit” to continue. Notice the

new email that arrives almost

instantaneously.

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The email will look like this. Notice that there is a receipt attached. Print and/or save the receipt for

your records.

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This is what the attached receipt looks

like.

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Now you can print an Authorization to Fingerprint and/or a Name Based

Background Check Request Form, in addition to the Final Registry Results

Report.

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This is the Authorization to

Fingerprint form. The link opens this form which includes a live hyperlink that can be used to schedule or

change a fingerprinting appointment. This form

will be revised to include a phone number which may also be used

to schedule appointments:

877-219-0197.

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From the Adobe Viewing window click on the email icon to send the file

as an email attachment.

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Select the “Attach to Email” button and click on “Attach”

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Your email browser window will open for adding the

address subject and memo.

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The detailed information in the Authorization to Fingerprint

includes key data for scheduling the appointment with IdentoGo:

The DI # : 684 The last name: Testaide

The Date of Birth: 1/1/1961

Select “Online Scheduling.”

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Select a language using a button to

the right.

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Enter the applicant detail

Enter the applicant’s Determination # from the Authorization to Fingerprint Form along with the last name and date of birth.

Enter a ZIP Code to search for the

nearest fingerprinting location and

then click on the “Go” button.

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Select an open appointment

on the calendar from

a location nearest you.

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Select a time of day and click on “Go.”

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The applicant information is reviewed and additions are

made as necessary.

Once you’ve completed the form, click on

the “Send Information”

button.

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A final Information Verification page is reviewed and if the info is correct select

Go.

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$10.00

The applicant's Administrative Fee is collected or the applicant may arrange to pay on site by money order

or business check.

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$10.00

If paying by debit or

credit card, final

payment is made by

selecting the “Continue to US Bank E-

Pay, the IdentoGo payment portal.

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If paying by debit or credit card, payment

source is entered here

and submitted.

$10.00

From the original link, you can also

get a list of fingerprinting

locations across Oklahoma.

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Other print options are the Authorization to Fingerprint form and the Final Registry

Results Report.

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Now select ‘Add Provisional Employment for Applicant’ if you wish to provisionally hire the applicant during the

pending fingerprinting and determination. An applicant may be provisionally hired for up to sixty (60) days.

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The status of Anna Testaide is now

“Eligibility Determination in Process.”

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The aide now shows up under

“Determinations in Process.”

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The Person Summary has four tabs. This is the

Profile tab. Click on the other three tabs to see

their content.

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The Applications tab. Note the hyperlinked

options.

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The Employment tab. Here, an applicant’s status

can be changed to Permanent or Terminated

with the action date recorded. Verification dates will be used on a periodic basis to verify they are still employed.

Click on “Edit.”

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(If an applicant has an employment history in OK-SCREEN, it will appear on the Employment Tab.)

Note that you cannot permanently hire Anna Testaide until you have a

determination of “Eligible.” You can only separate her at this point.

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The Documents tab. From here the user can view various documents generated from the screening and

background check process.

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Let’s look at what happens when an applicant is already in the system. This is what a different provider would see when entering an

application for the same aide. From the Add New screen a new applicant’s SSN and last name have been entered. Select Search.

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Notice the data that is populated from the

earlier entry at another provider.

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Note that on the Employment tab, one

provider does not see the employment status of an

applicant at another provider.

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On the “Applications” tab, select “Add New” and

you can begin an application for this

person.

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Enter the Position Category, Position and Employee Type, then

click on “Next.”

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Continue to follow the process of entering an applicant as previously shown…

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When the Determination has been made by the ONBCP, this causes the Provider Account

Manager at the provider initiating the application to receive an email like this:

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The Provider Account Manager clicks on this link to see the

completed determination.

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Click on the “Hire” button next to Anna…

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Enter a permanent hire

date and click on “Save.”

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Note that Anna Mae Testaide has dropped

off from the list of applications with determinations

available…

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…and now she shows up as a permanent employee under

the “Employees” tab / Permanent page.

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Now we’re going to try adding an applicant who already has a

determination of “Eligible.”

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Perform registry checks, submit for a determination and pay

application fee as before, and print the necessary forms for

employee files. When the registries clear, provisionally hire

as with other new hires.

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Batch submission and payment processing

After clearing all of the registry checks for each applicant, click on the

“Next” button.

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Instead of “Credit Card,” select “Batch Payment.”

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Click on “Confirm.”

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Click on “Submit.”

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Once you have entered several applications for batch payment, select “Batch Payments”

under the “Applications” tab.

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You can select applications individually for payment or select all

for payment using the button at the bottom left.

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Once the application(s) that you want to pay by batch are selected, click on “Pay by Credit Card.”

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Once you select “Pay by Credit Card,” you will come to the

same screen as an individual credit card payment shown

earlier in this demonstration. Proceed in the same manner as

before.

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Billing Payment Option

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Viewing a Criminal History Report

Look for a record with a completed eligibility

determination.

Select the name of the person by clicking on

the hyperlink.

Select the “Documents” tab.

Under “Uploaded Documents,” click on the link indicating a criminal history report.

Click on one of the buttons to Open or Save the document, or cancel the operation.

The .pdf document with the criminal history report will open and look something like this

(minus the redacted content).

There will be an entry for each charge and its

associated information (disposition, etc.).

This concludes the demonstration. Browse the application by clicking on the various options. You may

enter real data from an applicant to screen the employee.

If you note an error or problem in OK-SCREEN please make a note of it. You may capture the screen image by pressing your print screen (PrtScn) button and pasting the image (Ctrl-V) in an email, or Word document, and

sending it to the OK-SCREEN staff here: [email protected].

You may also contact the helpline at 405-271-3598 or toll free 1-855-584-3550.

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To become a LiveScan fingerprinting site:

Contact: Robert Girdwain (615) 403-6522 [email protected]

Note: You must be willing to provide fingerprinting services to the public and not only your employees if you become a fingerprinting vendor. Staff participating will be subject to a background, credit and drug-screen check.